Privacy Policy

Effective date: October 26, 2026
Version: 1.0

This Privacy Policy explains how Juelia Kinney, a sole proprietor in Carlsbad, California, USA ("Renewvane", "we", "us", "our"), handles personal information on renewvane.com and in the Renewvane service.

1. Two groups of people, two roles

1. Our customers and visitors: businesses that use Renewvane and the people who use their accounts, plus visitors to our website and anyone who emails us. For this information, we decide how it is used.
2. Our customers' subscribers: the people who pay our customers for a subscription. We handle their information only on our customer's behalf and on our customer's instructions, as a service provider (also called a processor). The customer decides why and how it is used. Our Data Processing Addendum at renewvane.com/dpa sets out our commitments to customers about this information.

If you are a subscriber and got a payment reminder that mentions a business you subscribe to, that business is responsible for your information. Section 8 explains how to make a request.

2. Our website and the free Leak Check

• No analytics, no tracking. The website has no analytics, no advertising, no tracking pixels and no third party scripts.
• The Leak Check and calculator run in your browser. The numbers you type are not sent to us or anyone else, not stored, and not put in the page address.
• One browser setting. If you press the light or dark mode button, your browser remembers that choice (the key rof-theme in local storage). It is never sent to us.
• Our web host. The website is served by Cloudflare. Like any web host, Cloudflare processes technical details of each request, such as IP address, browser type, page requested and time, to deliver the site and protect it from abuse. We do not use this to identify or follow visitors.
• Do Not Track and Global Privacy Control. Because we do not track visitors across sites and do not sell or share personal information, we have nothing to switch off in response to these signals; our practices are the same whether or not your browser sends them.

3. Information about customers (we decide how it is used)

What we collect

• Account details: the email address you sign in with (we email you a one time sign in link; there is no password), your business or brand name, the reply address and return page you set, and your settings (holdout share, quiet hours, daily email limit, time zone).
• Your Stripe connection: your restricted Stripe API key, stored encrypted, and a short fingerprint of it so we can tell keys apart without showing them.
• Leak audit and eligibility: the totals in your 90 day leak audit and the resulting eligibility band. These are totals, not information about individual subscribers.
• Our own billing: we bill our plan through Stripe. Stripe collects your card details; we never see the full number. We receive your Stripe customer and subscription identifiers, plan status, trial and billing dates, invoice amounts and payment status. We also keep a record of each time you accept our terms (the automatic renewal terms when you start a plan, the authorization screen when you connect Stripe, and the confirmation when you turn on recovery): which text and version you accepted, when, your account email, and a keyed one way code (a hash) of your IP address, never the address itself.
• Communications: emails you send to hello@renewvane.com and our replies.
• Technical information: a session cookie (rof_sid) that keeps you signed in for up to 14 days and protects forms against forgery. It is strictly necessary and is not used for tracking. Your IP address is used in memory to limit abusive requests and is not stored by our app, except as the one way code in the acceptance records above; our hosting provider may keep standard request logs (Section 6).

How we use it

• to provide, secure and support the service;
• to bill our plan, including the free trial, and to send the confirmation, reminders, receipts and notices described in our Terms;
• to send service messages such as sign in links, reports and account notices;
• to meet legal, tax and accounting obligations and to enforce our Terms.

We do not send you marketing emails unless you ask for them, and every marketing email would have an unsubscribe link. We do not sell or share customer personal information, and we do not use it for advertising.

4. Information about subscribers (we act for our customer)

What the customer's Stripe key can read

When a customer connects with a restricted key, our server can read the Stripe objects that key allows: invoices, and when recovery is on, also customers, events, payment intents, charges and payment methods. Those objects can contain a subscriber's name, email address, billing details and payment history. Stripe never gives us full card numbers. We read only what the service needs, and we store much less, as listed below.

What we store, and for how long

• For the leak audit: totals only (counts and amounts). No subscriber names or email addresses are stored.
• For each failed invoice while recovery is on: the Stripe invoice identifier, the amount, currency, type of failure, when it failed, which group it was randomly assigned to (emailed or holdout), whether and when it was paid and how much, and identifiers of payment methods that failed on it. The Stripe customer identifier is kept only while the invoice is open.
• Subscriber email address, only for emailed invoices: stored encrypted, only while a reminder could still go out, and deleted as soon as the invoice is paid, voided or closed, the reminders end, or the subscriber unsubscribes, bounces or complains. For holdout invoices we do not look up or store the email address at all.
• Email records: which reminder steps were scheduled and sent, when, and the email provider's message identifier.
• Clicks and the evidence check: when a reminder link was pressed through (automated scanners are not counted), and for paid invoices the result of our check on whether the payment was made through the page we opened (for example, a new payment method or a completed bank confirmation). We keep the result, not card details.
• Unsubscribe and suppression list: a keyed, one way code (a hash) made from the email address, never the address itself. Unsubscribes are kept per customer. Hard bounces and spam complaints are kept on a shared list so that no Renewvane customer sends to that address again; this protects the subscriber and our sending reputation.
• Replies: subscriber replies go to the customer's own reply address, not to us. If a subscriber writes to us directly, we forward the message to the customer and keep our copy in our mailbox (Section 6).

How we use it

Only to provide the service the customer asked for: preparing the leak audit, sending payment reminders for the customer, honoring unsubscribes and suppressing bounced addresses, measuring incremental recovery against the holdout group, preparing the customer's Proof Report, and keeping the service secure. We do not use subscriber information for our own marketing, we do not sell or share it, we do not use it for advertising, and we do not combine it across customers to build profiles of anyone. The only use across customers is the bounce and complaint suppression list described above. We do not use artificial intelligence services on subscriber information.

5. Retention and deletion

• Stripe key: deleted at once when the customer disconnects.
• Subscriber email addresses: deleted as described in Section 4, and in every case when the customer disconnects.
• Invoice level records (Section 4): kept while the customer is connected, because Proof Reports compare up to 180 days of history; deleted within 30 days after the customer disconnects, or at once if the customer chooses immediate deletion when disconnecting.
• Unsubscribe codes for a customer: deleted with that customer's invoice records. Shared bounce and complaint codes: kept for as long as we send email, because their purpose is to stop future emails to that address.
• Proof Report and leak audit totals, and our own billing records: counts and totals with no subscriber names or addresses, kept while your account is open and for up to 7 years after it closes (our record of each plan invoice: up to 7 years after the invoice), for accounting, tax and dispute purposes, then deleted in routine clean up.
• Customer account email: kept while the account exists. Deleted at once when you delete your account in Settings ("Delete my account"), and in routine clean up when a login has no connected account and has not been used for 3 years.
• Terms acceptance records (with a copy of the account email): kept for at least 3 years after you accept, and in any case until 1 year after your account closed and your plan ended, because California law requires us to keep proof of consent to automatic renewal. They are kept even when you delete your account or your data, and deleted in routine clean up once both periods have passed.
• Security and system records: sign in links are deleted one day after they expire; sessions when they expire (14 days at most); processed Stripe event identifiers after 90 days; finished background job records after 30 days; resolved problem records after 180 days; our own administrator access log (our staff's visits, with IP address) after 400 days.
• Backups: encrypted backups are kept for up to 35 days, then overwritten. Deleted data may remain in a backup until it expires.
• Emails to us: kept in our mailbox for as long as needed to support you, and deleted on request unless we must keep them.

6. Who we share information with (subprocessors)

We use these service providers to run Renewvane. Each processes information only to provide its service to us, under its own data processing terms.

• Cloudflare, Inc.: DNS, website hosting and network protection and encrypted backup storage (R2). Location: global network; backups in R2, location chosen automatically by Cloudflare (default jurisdiction).
• Fly.io (Fly.io, Inc.): application hosting and the app's database. Location: United States, region Ashburn, Virginia.
• Postmark (ActiveCampaign, LLC): sending reminder and service emails; receiving bounce and complaint notices. Postmark keeps message content and delivery logs for 45 days. Location: United States .
• Stripe, Inc.: processing our own plan payments (checkout, billing portal, invoices). Stripe is also where our customers' subscriber data comes from; for that data Stripe is the customer's own provider, and we read it with the customer's key. Location: United States.
• Zoho Corporation: our email inbox at hello@renewvane.com. Location: United States data center.

We will update this list and tell customers by email at least 30 days before we add a subprocessor that handles subscriber information. We may also disclose information if required by law, to protect the rights and safety of people or of the service, or to a buyer of the business or an entity we form to run it, with notice to customers.

7. Security

We use measures suited to a small service that handles payment related data: only Stripe restricted keys are accepted; keys and subscriber email addresses are encrypted with AES 256 GCM using a separate data key for each value; all traffic uses HTTPS; forms are protected against forgery; requests are rate limited; administrator access is limited to the owner and logged; subscriber data is minimized and deleted as described above; and backups are encrypted before they leave the server. No system is perfectly secure. If a breach affects personal information, we will notify affected customers without undue delay and as the law requires, and give them what they need to notify their subscribers.

8. Your choices and rights

• Customers can update settings in the app, download their data, disconnect and choose immediate deletion, delete their account in Settings ("Delete my account") or ask us at hello@renewvane.com to do it, and ask us to correct their information.
• Subscribers should contact the business they subscribe to. If you contact us, we will pass your request to that business within 5 business days and help them respond. You can stop reminder emails at any time with the link in any reminder.
• California residents. The California Consumer Privacy Act applies to businesses that meet its thresholds, such as annual gross revenue above $26,625,000 (the amount adjusted for 2025 and 2026). We do not currently meet those thresholds, but we honor these rights anyway for information we control: to know what we collect and how we use and disclose it, to delete it, to correct it, and to not be treated differently for asking. We do not sell or share personal information and do not use sensitive personal information to infer characteristics. To make a request, email hello@renewvane.com from the email on your account; we may need to confirm it is you. You may use an authorized agent with your written permission. We will respond within 45 days.
• Other places. Renewvane is offered to businesses in the United States, and our systems are in the United States. We do not currently offer data processing terms for the European Union or the United Kingdom.

9. Children

Renewvane is for businesses. We do not knowingly collect personal information from children under 16.

10. Changes

We will post changes here with a new effective date. For material changes, we will email customers at least 30 days before they take effect. You can see the effective date at the top of this page.

11. Contact

Juelia Kinney
197 Woodland Pkwy, Suite 104 #806, San Marcos, CA 92069
hello@renewvane.com (privacy and security questions: write "Privacy" in the subject)